Chairing Meetings

The chairperson has to perform two tasks:

• to make sure that the business is completed
• to help members to work together so that they leave the meeting feeling that something has been achieved

Different styles of chairing will be appropriate at different times.

He/she should be able to:

• clarify/explain
• lead/control
• summarise
• involve members
• encourage members
• be aware of group dynamics
• maintain a balance between getting the business done and attending to the needs of the members
• be patient, as it often takes time before people really start working together in a productive way
• be reasonably objective
• use appropriate formality
• avoid speaking too much or too strongly

Before the meeting the chair should:

• prepare the agenda (with the secretary)
• be clear about the purpose of the meeting and the possible outcome of each agenda item
• be clear about what decisions have to be made
• think about how much time should be spent on each item
• make sure everyone has the relevant information well before the date of the meeting

At the meeting the chair should:

·         arrive early and allow time for people to socialise

·         make sure introductions are made

·         start the meeting on time

·         set the tone by being friendly but businesslike

·         ensure that members understand the structure of the meeting as well as what is being discussed and why

·        

explain points/items when necessary

Chairing meetings (2)

·         ensure that all members know exactly what they are voting for/against and what has been decided

·         be aware of the time

·         be prepared to change the order of the agenda, the way an item is handled, etc, if the committee wishes

·         regularly sum up what seems to have been decided and check that everyone is in agreement

·         ask a member to clarify what he/she is saying if the others do not appear to understand

·         discourage separate discussions between small groups

·         draw in quieter members

·         discourage dominant members from taking over

·         not dominate the proceedings

·         encourage the the expression of ideas and opinions but prevent conflict

·         make sure that everyone has the chance to speak

·         end on a positive note

After the meeting the chair should:

·         think about what happened and how any improvement could be made for the next time

 Chairing Meetings

The chairperson has to perform two tasks:

• to make sure that the business is completed
• to help members to work together so that they leave the meeting feeling that something has been achieved

Different styles of chairing will be appropriate at different times.

He/she should be able to:

• clarify/explain
• lead/control
• summarise
• involve members
• encourage members
• be aware of group dynamics
• maintain a balance between getting the business done and attending to the needs of the members
• be patient, as it often takes time before people really start working together in a productive way
• be reasonably objective
• use appropriate formality
• avoid speaking too much or too strongly

Before the meeting the chair should:

• prepare the agenda (with the secretary)
• be clear about the purpose of the meeting and the possible outcome of each agenda item
• be clear about what decisions have to be made
• think about how much time should be spent on each item
• make sure everyone has the relevant information well before the date of the meeting

At the meeting the chair should:

·         arrive early and allow time for people to socialise

·         make sure introductions are made

·         start the meeting on time

·         set the tone by being friendly but businesslike

·         ensure that members understand the structure of the meeting as well as what is being discussed and why

·        

explain points/items when necessary

Chairing meetings (2)

·         ensure that all members know exactly what they are voting for/against and what has been decided

·         be aware of the time

·         be prepared to change the order of the agenda, the way an item is handled, etc, if the committee wishes

·         regularly sum up what seems to have been decided and check that everyone is in agreement

·         ask a member to clarify what he/she is saying if the others do not appear to understand

·         discourage separate discussions between small groups

·         draw in quieter members

·         discourage dominant members from taking over

·         not dominate the proceedings

·         encourage the the expression of ideas and opinions but prevent conflict

·         make sure that everyone has the chance to speak

·         end on a positive note

After the meeting the chair should:

·         think about what happened and how any improvement could be made for the next time